Executive Hotel Coordinator

Radiate Hospitality•Portland, OR

6d•Onsite

About The Position

We are in search of an organized, friendly, customer and team oriented Executive Hotel Coordinator who will be responsible for administrative support for Hi-Lo Hotel's executive committee, assisting Sales & Marketing, Engineering, HR/Accounting, Food & Beverage, Housekeeping and the General Manager.

Requirements

Working knowledge of MS Word, Excel and Outlook.
Good communication skills both verbal and written.

Nice To Haves

Previous hospitality experience preferred.

Responsibilities

Accurately type and distribute proposals, contracts, corporate bids and general correspondence in a timely manner.
Handle all direct mail projects, as needed.
Assist in site inspections as needed from preparing operational team, reservations, VIP amenities, property alerts or the actual site inspection if sales leaders is not available.
Maintain Sales & Catering Department filing system and update Sales & Catering files to database.
Pull traces daily each for Sales.
Prepare 'donation letter' certificates and mail on a timely basis.
Print Reservation Reports for Sales as requested and submit to clients on a timely basis working with the front office operational team.
Prepare Group and Catering Reports weekly and the Market Segment and Progress and Goals Reports monthly.
Accurately distribute all Sales & Catering Reports as needed on a weekly/monthly/quarterly basis to include BEO packet, resume packet, daily event reports, change log report.
Work with accounting to ensure all group commissions are processed and Assist accounting with client receipt requests.
Attend team meetings, take and distribute notes to distribution.
Ensure all deposit and direct bill information is received and processed properly.
Work with front office to ensure that all VIP information is updated, any upgrades per the client request are handled.
Complete booking turnover for all groups ensuring that contracts are distributed and Sales has all the required information – turn all bookings definite after auditing for accuracy.
Pulling all group rooming lists per the client requests.
Assisting with Key Account reservations, or upgrades.
Monitor all general mailboxes for inquiries and assist with assignment and response with Sales & Catering and/or accounting team.
Be continually alert for the safety of all employees and guests, reporting any unsafe conditions to your immediate supervisor.
Follow hotel grooming and dress standards, including always wearing a name tag; minimize safety hazards by following all safety rules and procedures.
Keep Supervisor promptly and fully informed of all problems or unusual matters of importance.
Perform all duties and responsibilities in a timely manner in accordance with established company policies and procedures to achieve the overall objectives of this position.
At all times project a favorable image of the Hotel to the public.
Perform any other job duties as requested by the Sales Leader, Manager on Duty, Controller/HR Manager, Food and Beverage Manager, Chief Engineer or the General Manager.